Employee Web Account (with Custom HR Roles for Multi-User Access)
HR.my is a true multi-user online HR Management system which fully supports role-based user access management. For starters, there are 2 user account types, which are Employer and Employee accounts. As an Employer, role-based multi-user access control refers to assigning multiple employees with different User Roles to access your Employer account. Typically these will be the employees from the HR department.
Before assigning an employee with a specific HR User Role to access your Employer account, you will need to invite them to sign up for their Employee Web Account first.
You may invite your employees to sign up for their individual Employee Web Account after adding/ importing your employee details in the Employer account. An Employee Web Account serves 2 primary purposes:
to allow individual employee sign into their account to perform Self-Service HR functions, such as applying for leaves, checking leave entitlements and balances, viewing payslips, providing feedback and suggestions in the discussion forums, verifying personal details etc.
to assign special HR Role to your employees, primarily those involved in Human Resources/ Human Capital management roles, such as HR Department staff, so that they could access the Employer account to perform necessary HR functions. By default, each Employee Web Account is assigned with the HR Role of "Employee", if you assign someone in the HR Department with the HR Role of "HR.my Manager" or Custom-Defined User Role, you empower them to sign in the Employer account by using their Employee Web Account credentials. More about managing the Employer account with "HR.my Manager" HR Role in the section below.
Web Account Management
You may perform 5 tasks (depending on the Web Account Type you are viewing, as well as your HR User Role) in Employee Web Account Management, accessible via Employee->Web Account. When you access Employee Web Account Management from the menu, you will be presented with "Employees to be invited" view. In this view, you may select and invite your employees to sign up for their respective Employee Web Account. Note that an employee can only sign up his/ her Web Account by following the invitation link sent from an employer.
If you switch to "Active web accounts" view (select the Web Account Type on the left panel), you will notice the "Disable" button. This is to disable the selected employee from accessing the Web Account that is associated with current Employer. Once disabled, the employee will no longer be able to access the resources related to current employer, such as leave application, forum discussions etc. If the employee is previously assigned as "HR.my Manager" or any active Custom User Role, he/ she will also be forbidden to sign in the Employer account.
Similarly, you may "Enable" specific Employee Web Accounts again by accessing "Disabled web accounts" view.
Meanwhile, you will always see the "Assign HR Role" and "Manage HR User Role" buttons for all the 3 views mentioned. By default, 2 built-in HR Roles are available, i.e. "Employee" and "HR.my Manager". All Employee Web Accounts are assigned with "Employee" role by default. In larger organization where the HR department may consist of several staff, you may assign some or all of them with "HR.my Manager" or custom user roles. Employees assigned with "HR.my Manager" or custom user roles will be able to sign in the Employer account with their Employee Web Account credentials.
Signing in as HR.my Manager
"HR.my Manager" is in fact an Employee role, and it is not the same as HR.my Administrator, which is the super user and actual account holder of the Employer account. It is highly recommended that all Employers assign at least an "HR.my Manager" to the Employee Web Account, and use "HR.my Manager" role to perform usual HR operations, such as leave escalation, approval etc. However, since "HR.my Manager" is not the owner of the Employer account, as a security measure there are some critical functionalities that are off limits to "HR.my Manager" role (or other custom HR user roles). These include changing the Employer account's registered email and password, closing the Employer account, changing the Employer Portal Name, assigning HR role to other employees, enabling and disabling Employee Web Accounts; these functions are only accessible by HR.my Administrator. Note that "HR.my Manager" is able to invite employees to sign up for their Web Accounts.
As such, "HR.my Manager" (or other custom HR user roles) will need to sign in the Employer account from a different login page. Usually, an Employer or Employee will always sign in from the main login page at http://hr.my/go, however, "HR.my Manager" will need to sign in from "Employer Portal" page. When you assign someone with the role of "HR.my Manager" (or other custom HR user roles), you will be prompted with the "Employer Portal" URL. You may also retrieve "Employer Portal" URL from Employer->Information. Typically, an "Employer Portal" URL has this pattern: http://hr.my/go/portal/your_customizable_portal_name.
On the "Employer Portal", there will be 2 login tabs, one for "HR.my Manager" (or other custom HR user roles), another one for Employee Web Account. If an employee needs to perform his/ her duty as an "HR.my Manager", he/ she has to sign in via the "HR.my Manager" tab on the "Employer Portal". When an employee needs to apply for leave, approve leaves as a Supervisor or join a discussion, he/ she will have to sign in Employee Web Account instead.
As a sidenote, an Employer or HR.my Administrator will need to sign in from the main login page at http://hr.my/go
Custom User Role - Role Based User Access Management
Besides the built-in "Employee" and "HR.my Manager" roles, you may always define your own custom user roles if you would like to split your organization's human resources management tasks into more specialized roles. In this case, you will need to access Employee->Web Account->Manage HR User Role. Note that you will need to sign in your Employer account as HR.my Administrator (account owner) in order to do so.
For instance, if you would like to assign someone in your HR team the role of Leave Administrator, you may create such a role with all other access rights turned off, except Leave Management related functions.
By the same token, if you need to assign someone for document sharing management, you may create such a role, say Document Administrator, by assigning Document & Form access rights.
Typically, each function will be presented with 3 possible access rights: No Access, View, Modify. If a user is assigned with the "View" right, he/ she will only be able to view the data without making any changes. If "Modify" right is granted, then the role will be able to make changes to pertinent data, including create new record, update and delete existing record.
If a user role is set to be Inactive, it is in effect similar to assigning the users originally associated with the Inactive role to "Employee" role (thus disabling the users assigned with that Inactive role from signing in the Employer account). Note that this does not disable the relevant users' Employee Web Account access, which will need to be disabled in Employee->Web Account->Active web accounts.
When the roles are properly set up, you may assign them to your desired employees with "Assign HR Role".